The private formula
Quote ≈ (production hours + meetings + revisions) × hourly floor × (1 + buffer). The hourly number stays in your notes. The client sees one price, the deliverables, and the date.
Count the hours you will actually spend
- Production is the work itself.
- Add kickoff, feedback rounds, and delivery. Those are often 20–30% of production on a first-time client.
- Do not use 8-hour days as if every hour bills. Same rule as the rate guide.
Pick a buffer from the mess, not a vibe
- Small, written scope: about 15%.
- Normal project: 20–25%.
- New client or fuzzy brief: 30–35%, or split into a paid discovery phase.
What to send the client
- One total, not “20 hours at $95.”
- What is in, what is out, how many revision rounds.
- Timeline and a deposit (often 40–50% to start on smaller work).
- If they push the number, cut scope. Do not quietly cut the rate.
When to stay hourly instead
Keep hourly when the work cannot be scoped: retainers, on-call, or “we will know it when we see it.” Even then, start from the same floor. Convert a known week of work with the day rate guide.
Open project quote tool Set hourly first Rate method
If the job runs through a marketplace, check take-home on the seller-fee calculator. If the hours are video, use the YouTube RPM estimator.
FAQ
How do I turn an hourly rate into a project quote?
Add production hours plus meetings and revisions, multiply by your hourly floor, then add a 15–35% buffer. Quote that total as a fixed fee.
Should I show the client my hourly rate?
Usually no. Hours become the negotiation. Lead with the deliverable, the date, and one number.
What if they have a fixed budget?
Divide budget by your floor to see implied hours. If that is below a honest estimate, shrink the deliverable or walk. The calculator on this page is for your quote, not their tax return. You set the buffer; this is not a US/UK tax engine.